Governance Executive Coordinator

2 weeks ago

Edmonton, Canada University of Alberta Full time

**Department** University of Alberta - University Governance

**Hours per week** **Posted date** April 23, 2024

**Closing date** April 30, 2024

**Position Type** Full Time

**Description**:
This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this full-time continuing position offers a comprehensive benefits package that can be viewed on our Benefits Overview page and annual salary range which will be commensurate with qualifications.

**Location** - Work primarily takes place at North Campus Edmonton.

**Working at the University of Alberta**
- The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community._

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to more than 14,000 faculty and staff, over 40,000 students and 260,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

**Position Summary**

Reporting to the University Secretary, The Governance Executive Coordinator (“GEC”) is the primary administrative professional for the University Governance unit (“UGov”), an office responsible for the effective operation and administration of the university’s governance and appeals systems.

In this role, the GEC is responsible for organizing, systematizing and carrying out the administrative activities of the unit, providing executive support to the University Secretary and consistent, timely and professional administration of UGov’s:
a. meeting management tools, assets and processes;
b. records and information systems;
c. communications;
d. financial processes; and

e. office systems.

The GEC position requires an individual with a detailed knowledge of the University of Alberta, including the ability to collaborate and communicate collegially and effectively with internal stakeholders from across the institution as well as various external stakeholders.

The role is central to the UGov team and requires leadership; diplomacy; discretion; excellent organizational and issues management skills; the ability to exercise discretion, judgment and independent thought; and the capacity for addressing competing priorities with professionalism, with teamwork as a key value.

**Responsibilities Include**:
**EXECUTIVE SUPPORT TO THE UNIVERSITY SECRETARY**
- Supporting the provision of governance advice to the university community by tracking action(s) arising from UGov governance routing discussions, including the development, finalization and distribution of advice memorandums by UGov team members.
- Organizing meetings that involve the University Secretary and other members of the UGov team as appropriate.
- Managing the University Secretary’s calendar by:

- meeting regularly to discuss upcoming priorities, determine required preparation time, and gather required documentation as appropriate;
- prioritizing meeting requests and rearranging scheduled meetings; and
- communicating with the UGov team to discuss and plan for upcoming priorities and ensure the University Secretary is well-prepared for meetings.
- Arranging meetings on behalf of the University Secretary, including inviting and coordinating schedules of attendees, agenda preparation (if required), logistics, hospitality and travel arrangements as necessary. In this regard, the GEC:

- ensures all supporting information is gathered for the University Secretary well in advance of meetings to enable adequate preparation;
- prepares electronic and/or hard copy meeting folders and provides appropriate materials for the meeting; and
- schedules business travel arrangements, booking of flights/ accommodations, and/or ensures details of required business travel arranged for the University Secretary by another office are in order.

**MEETING & EVENT MANAGEMENT**
- Demonstrating expertise in the use of UGov’s technological tools and assets and assisting UGov in the full, efficient and effective use of the same.
- In collaboration with applicable parties, schedules planning meetings between members of UGov and members of governance bodies and/or their respective sub-committees and _ad hoc _committees (collectively referred to herein as the “**Governance Bodies**” and each individually referred to as a “**Governance Body**”).
- Creating and disseminating calendar and virtual platform invites for Governance Body meetings.
- Coordinating logistics for Governance Body meetings and members, including, but not li

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